8.10.16 5pm
Meeting Minutes for Select Board Untelevised Meeting
August 10, 2016, 5:00PM
Attendees: Select Board Members: River Payne, Roger Hicks, Mike Seely, Sr.; Town Clerk: Martha Huff; Administrative Assistant: Bennet Flinner; Guests: Caleb Johnson and Andy Herbine; Residents: Dana Gray, Rande Gray, Kevin LaFreniere, Vera Littlefield, Nancy Conway, Beverly Harrison, Bill Bickford, Kathy Bickford, Lenny VanGaasbeek, Ed Dyson, John Paul Rondeau, Sherry Estabrook.
4:00PM: Presentation from Caleb Johnson Architects and Builders - Design/Build firm from Biddeford that would like to work with Hollis on updating the Community Building. The Principal Architect Caleb Johnson and Managing Partner/Construction Andy Herbine met with River for a few hours prior to the meeting for an overview of the buildling. They feel the structure is sound and solid, just in dire need of updating. They do not suggest a tear down of the building, but update it and make it something the town can be proud of. It would cost over one million to replace the building and a fraction of that to update it and make the space more usable. Caleb and Andy want to help the town get the building up to code so that it is handicap accessible, a safe place for children and adults, has storage and facilities. This would be done in phases. Phase ONE would include completing the work required in order for Debbie to conduct her Parks/Rec program. They have references available for review and a website at www.CJAB.me. They use local, southern Maine general contractors for their electrical/plumbing/construction, whoever is available for the job that they trust. Because time is of the essence and the updates needed to get the building in a place where the children can use it for school aftercare, they are available to begin planning immediately.
5:00PM: Select Board Meeting
Community Building - River indicated that Caleb Johnson was the only Architect or Commerical GC that responded to her request immediately for this project. Most of the other GCs in the area are residential and this job is too small for a Commerical GC to accept, that is likely why she didn't receive a response to these GCs. All SB members voiced support in using Caleb Johnson Builders, especially since time is a big concern. Rande and Dana Gray suggested that a committee be formed immediately to begin the planning process with this build/design firm for Phase One. They both feel comfortable moving forward as long as there are checks and balances within the firm's contract they will review with the town. Community Building Update Phase One Committee formed on the motion of Payne/Hicks. Members will include Debbie Tefft, the Grays, SB members, all Hollis Board chairs or vice chairs, residents Ed Dyson and Lenny VanGaasbeek also volunteered. Members of Hollis Concerned Citizens Group would like to attend meetings as well. It was established that members of the committee will be making decisions and that public may attend meetings. First workshop meeting regarding Programming of the building will be held Monday, August 15th at 6PM at the Community Building.
Community Clothing Closet Update - A storage trailer is expected to be delivered 8/11/16. Mike Seely will arrange set up and parking. Poland Spring has offered to donate a permanent structure for the facility built by Maine Amish carpenters. The committee will get back to Mike soon with their recommendations.
New Town Hall Complex Initiative - Mike Seely was requested by SB to begin the concept phase of this project. The first meeting will be held on August 25, 6PM at the community building. An ad will run in Smart Shopper for 2 weeks. He asks that all citizens of Hollis interested in providing their expertise and guidance please attend.
Roads Update - Haley Road will be paved tomorrow. Roger asked the DOT about a traffic count for Killick Pond Rd. He is waiting to hear back from Tim Soucy and will confirmation if this is a single or double lane count and the dates. Roger also will check with the road commissioner regarding the dam at Clark's Mills Pond.
Maintenance Update - River has received 3 bids for cleaning the town hall. She will bring them to next SB meeting to make final decision. Roger is working with Lt. Lambert to arrange the painting of our town barn this fall or spring.
CEO Administrative Clerk Update - SB and CEO are in the process of selecting an Admin Clerk for the CEO. Will be interviewing soon.
Town Clerk Update: Setting fees for zoning books: Martha suggests updating the fee schedule so that paper copies of the subdivision and zoning ordinances are available and affordable to residents. Bennet will update website so they can be viewed there, as well. Appoint Warden: Martha recommends re-appointing Rochelle Prince as Warden for upcoming election -SB unanimously approve. ACO kennel inspections are now due- Roger will contact Kaden Flynn.
Warrant Articles: Roger has completed his research for a contract Deputy for Hollis with York county and Limington. He is waiting to hear back from Buxton. Roger also spoke to Bill Ross regarding a contract State Trooper for Hollis, but they cannot offer one because they are understaffed.
Policies: Overtime Policy. Martha Huff suggested the policy be reviewed by the employees for transparency. SB states that the department heads can approve overtime for their reporting employees.
License Renewal for Salmon Falls Country Club - Approved and signed by SB.
Minutes 8/3/16 5:00PM - Distributed to SB for review and approval at next meeting.
Hollis Concerned Citizens Group - Mike Seely indicated that there was no updates to provide to them from Poland Spring.